Accounting & Office Coordinator

Job Description

Job Description

The Accounting & Office Coodinator is a dynamic member of the Tools Inc. team, responsible for providing comprehensive administrative support and managing aspects of accounts payable activities. This hybrid role ensures smooth office operations, delivers outstanding internal and external customer service, and maintains accuracy and compliance in financial transactions. As the first point of contact for visitors and vendors, this position plays a key role in shaping positive impressions of Tools, Inc, ensuring that everyone receives outstanding customer service.

Tools Inc. is an established tool and die, and metal stamping company in Sussex, WI founded in 1954. We partner with our customers providing them with innovative and world-class solutions in single-hit, progressive, transfer and deep draw dies, precision sheet metal stampings, and laser cutting. We pride ourselves on our quality, timeliness and service.

Essential Job Functions

Administrative & Office Support:

• Greet and welcome guests, ensuring a professional and friendly experience.
• Answer, screen, and route incoming phone calls.
• Organize office activities and maintain compliance with company policies.
• Manage correspondence, packages, and inventory of office supplies.
• Assist with planning and execution of company meetings and events.
• Support employee engagement initiatives and internal communications.
• Contribute to marketing efforts including social media, branding, and promotional products.
• Acts as a liaison for the Employee Engagement Events Committee, ensuring follow-up and task completion.
• Maintain and organize office and common areas, including oversight of inventory and restocking of supplies.
• Perform routine errands to support office, operations, and staff needs.
• Support administrative duties for additional functions as required.

Accounts Payable Responsibilities

• Manage daily AP functions including invoice entry, credit card purchases, and supplier onboarding.
• Ensure accurate matching of invoices to receiving documents and proper general ledger coding.
• Verify sales tax and supporting documentation for payments.
• Maintain electronic filing systems for all invoices and receipts.
• Collaborate with purchasing and receiving teams to resolve discrepancies.
• Support accounting projects and initiatives to improve efficiency and accuracy.
• Manage assigned projects while providing a single point of contact for specified internal groups/projects as assigned by the accounting department to ensure the goals are met.
• Take initiative to research and investigate new ideas that could help support: efficiency, cost, quality or accuracy as it relates to your areas of focus as well as the rest of the organization

Education & Experience

• High School Diploma required.
• Minimum 2 years of experience in accounts payable and office administration.
• Previous customer service, office administrator, or hospitality experience preferred.
• Experience in a manufacturing environment and ERP systems preferred.
• Proficiency in Microsoft Office Suit and Adobe PDF
• Need to have a current and clean WI driver?s license.

Qualifications

• Strong organizational and time management skills
• Attention to detail and ability to prioritize tasks.
• Excellent written and verbal communication.
• Professional demeanor and appearance.
• Ability to work independently and collaboratively.
• Positive attitude, self-motivated, and proactive.
• Comfortable handling sensitive and confidential information.

Physical Demands

• Ability to sit for prolonged periods of times at a desk and working on a computer, frequent use of hands and fingers for typing, filing, and handling documents, occasional lifting of office supplies, packages, or promotional materials (typically up to 25 lbs.), and ability to move throughout the office (including stairs), to greet visitors, retrieve supplies, and attend meetings.

Benefits

Tools Inc. offers GREAT BENEFITS including: health, dental, vision, short-term and long-term disability, 401k with company matching, paid vacations, and 10 PAID HOLIDAYS!!If that wasn?t enough, we also offer COMPETITIVE PAY, company paid uniforms, and a state-of-the-art climate-controlled facility with an on-site fitness center and a spacious kitchen/employee lounge!

Please join us in our commitment to living the Tools Inc. company values:

• Integrity The foundation on which we build relationships and trust.
• Excellence Our customers expect it.
• Collaboration We succeed in numbers, relying on each other.
• Innovation Our creativity ensures our future success.
• Gratitude We appreciate those around us.